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Schools Update and Workshop 11th October 2013

HR Services for Schools. Schools Update and Workshop 11th October 2013. AGENDA. Insurance Services Whistle Blowing, Fraud and Money Laundering Safeguarding - DBS and Borough update Maternity Leave – employees going on maternity Pensions Auto Enrolment Teachers Strike

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Schools Update and Workshop 11th October 2013

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  1. HR Services for Schools Schools Update and Workshop 11th October 2013

  2. AGENDA • Insurance Services • Whistle Blowing, Fraud and Money Laundering • Safeguarding - DBS and Borough update • Maternity Leave – employees going on maternity • Pensions Auto Enrolment • Teachers Strike • STPCD 2013 and Model Pay Policy • Payroll update • Employee Benefits – Credit Union, Cycle to Work • Health and Safety update • HR updates

  3. Insurance for Schools October 2013 – Kathy Slowther Lord Justice Jackson and the New Civil Procedure Rules What these changes mean for you and your Governors Schools Insurance arrangements – Health care provisions Schools renewal forms New contact details for Insurance team Risk Management – latest news

  4. Fraud & Corruption, Whistleblowing & Money Laundering Linda Everard, Head of Internal Audit October 2013 raud...

  5. Purpose of the session • What you need to do, as required by the Scheme for Financing Schools, to adopt and implement the new: • Anti Fraud & Corruption Policy and Strategy • Whistleblowing Policy • Anti Money Laundering Policy and Strategy (including how you identify money laundering in your school) raud...

  6. Anti Fraud & Corruption (AF&C) • Covers fraud, corruption, bribery, theft and financial irregularities • Stance needs to be zero tolerance • By anyone internal or external to the school • The culture and tone of the school is key to preventing and detecting it • (i.e. living the ten general principles of public life) raud...

  7. AF&C Good Governance raud...

  8. AF&C Roles and Responsibilities • Governing Bodies: • Adopt the policy • Get periodic reports on its implementation and the management of fraud risks • School Senior Management Teams • Ensure procedures, policies and codes are fit for purpose and staff are trained to use them • Take concerns seriously and investigate properly invoking internal disciplinary action if appropriate • Participate in any counter fraud initiatives relating to schools raud...

  9. AF&C Roles and Responsibilities • Everyone: • Act with integrity • Understand the school’s fraud risks • Comply with the school’s procedures and processes • Declare any potential conflicts of interest • Do not accept gifts or hospitality or record them • Highlight any concerns raud...

  10. AF&C Report it • Report your suspicions or potential concerns to the Council’s Counter Fraud Team: • On 01702 215254 • via counterfraud@southend.gov.uk • via the Confidential Report Line on 01702 215215 • via the above under the provisions of the Whistleblowing Policy • in exceptional circumstances, to the Council’s Chief Executive or Chair of the Audit Committee via 01702 215101 raud...

  11. Why is this important? • Fraud costs each adult in the UK £760 pa • Every public £ lost to fraud, corruption, bribery, financial irregularity or error reduces the money available to provide essential services for the local community • At a time of financial restraint, this puts the most vulnerable in our society at even greater risk • Let Us Fight Fraud Together! raud...

  12. Whistleblowing(WB) • Covers any serious concern about: • an aspect of service provision or • the conduct of officers, governors or others (i.e. contractors) acting on the school’s behalf • Applies to employees, workers or contractors • Makes clear harassment or victimisation people raising such concerns won’t be tolerated and is a disciplinary offence raud...

  13. WB Roles and Responsibilities • Headteacher is responsible for: • operating this policy • maintaining a log of and investigating all concerns raised • notifying the Governing Body of allegations received • notifying the Council’s Head of Internal Audit regarding any financial issues raised raud...

  14. WB Report it • Concerns should be reported to the: • Headteacher or • school's Chair of Governors • They should be raised in writing, clearly marked “Whistleblowing” and placed in an envelope marked “Staff in Confidence". • The background and history of the concern (giving names, dates, and place where possible), and the reasons for the concern should be set out. raud...

  15. Money Laundering (ML) • Is the process by which the proceeds of crime, and their true ownership, are changed so that they appear to come from a legitimate source • Schools and individuals must try to prevent and report attempts to ‘launder’ money • Serious criminal sanctions may be imposed for breaches of the money laundering legislation • Overall the risk of it happening is low – so don’t panic! raud...

  16. ML Identifying it • Indications of suspicious activity are: • any unusually large cash and/or payments via electronic means made by a person in a single transaction or over a short period of time • any overpayment or duplicate payment in cash and/or via electronic means where a refund is requested by cheque • if a third party is involved in any transaction e.g. someone paying cash and/or via electronic means to settle someone else's bill • cash and/or electronic transfers are used to purchase land, buildings or other assets raud...

  17. ML Report it • Schools are obliged to: • identify the potential areas where it may occur • issue a staff briefing note on the risks and actions they should take if they suspect money laundering and train them accordingly • nominate a Money Laundering Reporting Officer (MLRO) • Don’t investigate it – tell the MLRO ASAP • Don’t ‘tip off’ the person you suspect raud...

  18. ML Report it • The Money Laundering Reporting Officer (MLRO) is the Council’s Fraud Manager • Contact via: • Counter Fraud Team on 01702 215254 • E-mail: counterfraud@southend.gov.uk • The MLRO will notify: • relevant people at the school and Council • the Serious Organised Crime Agency raud...

  19. Questions for you • Could you name three things that your school does that could be subject to fraud? • How well do staff comply with your policies and procedures, particularly financial ones? • Would people at your school be comfortable to report any sort of concerns? If not, why not? • What can you do to make them feel more comfortable reporting concerns? • How are you going to roll this out in your school?

  20. Thought for the day! • We need to empower honest people to: • ask the right questions at the right time • report their concerns to the right people. • Any Questions? raud...

  21. Contact details • Linda Everard • Head of Internal Audit & Counter Fraud • Southend Borough Council • Tel: 01702 534015 • Mobile: 07827 348375 • E-mail: lindaeverard@southend.gov.uk raud...

  22. HR Services for Schools Safeguarding - DBS and Borough update October 2013

  23. DBS Online Update Service • Enables employers to check the DBS status of registered individuals • If individuals wish to register, they need to do so within 14 days of the date of issue of their DBS Certificate and pay an annual fee of £13 • The responsibility for paying the annual fee rests with the individual • We suggest that schools not insist that staff subscribe to this updating service or reimburse staff that do • To check you ask for the person for their DBS Certificate and permission

  24. Using the DBS Online Update Service • If the person is registered, after viewing the original DBS Certificate, with the individual’s permission go to: www.gov.uk/dbs-update-service • Enter your: organisation name, forename, surname • Enter: the DBS Certificate number, current surname of the holder (as specified on their Certificate), date of birth of the holder (as recorded on the Certificate) • The result will be returned instantly • The individual will be able to see who has carried out a Status Check and when it was carried out • Oct 2013 Guide v3.7 available at www.gov.uk/dbs

  25. HR Services for Schools Maternity Leave – employees going on maternity October 2013

  26. Maternity Notification and First Actions • Schools Maternity Policy is available on SLN and we will be adding our model letters for schools to use • As soon as the employee notifies the school they are pregnant please inform Payroll in writing with the expected due date (can be email) • School writes to employee to acknowledge notification and enclose Maternity Policy and Information Pack • School undertake Health and Safety Risk Assessment (form HSMS 30 on SLN) AND periodically review, making employee aware that they have a responsibility to alert their manager if they think their needs and/or the risks have changed • School allow reasonable time off for appointments

  27. MAT B1 and Next Actions • Employee issued with MAT B1 at about 24 weeks – School to encourage them to complete Maternity Pay Provision Form (Appendix 1 of Maternity Policy) and, if applicable, Local Government Pension Scheme Declaration (Appendix 2 of Maternity Policy), and submit them all to the school as soon as possible • After noting employee’s option from Maternity Pay Provision Form, School to send employee relevant letter regarding confirming their maternity leave and entitlements (consult Maternity Policy) • School to forward information to Payroll as soon as possible and no later than 28 days before the commencement of Maternity leave

  28. Commencing Maternity Leave • Advise Payroll of any changes to the paperwork already submitted (i.e. if the baby is born early or there is a change to their start of maternity leave date) to avoid overpayments and undue stress for employee • Employee may not commence maternity leave earlier than 11 weeks before ‘expected week of childbirth’ (EWC), but can work up until the date of birth without losing out on any entitlement to SMP payments or suffering any reduction in payments • Maternity leave will start on whichever date is the earlier of: • the employee’s chosen start date; • the day after the employee gives birth; or • the day after any day on which the employee is absent for a pregnancy-related reason in the four weeks before the expected week of childbirth

  29. During Maternity Leave • Up to 10 Keep in Touch occasions (KIT) • A KIT does not have to be a whole or “normal working” day • Pay for a KIT will not be “for a normal day” and will be paid the following month • School should keep employee updated on school matters and developments – balance of informing but not being intrusive! • If employee wants to return before the one year is up then they must give the School 28 days notice, but the school may wish to contact at about 39 weeks to see if the employee wishes to say when they plan to return – but no requirement on employee to say and school must be careful not to pressure

  30. HR Services for Schools Pension Auto Enrolment October 2013 - update Karen Melville Group HR Manager Human Resources Services

  31. How are we doing?...... • Staging Date for those who share our PAYE was the 1st May 2013 • Monthly monitoring now underway – letters sent to employees and e-mails to schools to keep them informed • Any questions or concerns – please let Karen know

  32. Not implemented yet................... • Schools going Live 2014 contact Karen 6 months prior to go live date as we will need to understand your proposed implementation approach • Free support for those that buy our HR service, includes advice and guidance in terms or your implementation approach and template letters • As part of the Payroll Service we can run test reports to help you understand financial implications of the proposed changes • After your implementation date, we can provide payroll reports to assist with end of month monitoring. For those that buy our HR service, we can also prepare and send the letters to staff • Any questions or concerns, please contact Karen

  33. Any Questions or FeedbackKaren Melville01702 534615karenmelville@southend.gov.uk

  34. HR Services for Schools Teachers Strike October 2013

  35. Strike Action 1st October 2013 • National dispute over pay, pensions, working conditions and jobs - NASUWT and NUT followed up from “action short of strike action” and national strike likely this term • Advice issued to all Heads by Director for People on steps to take: • ascertain likely impact • risk assessment • consider whether school can remain open for pupils • if not likely, consult CoG & discuss with Jane Theadom • information to parents • advise staff of implications for them • Provide data to the Local Authority

  36. Strike Action 1st October 2013 - Notification • Information needed by Ed Spacey for DfE – proforma 2 attached to letter/on SLN in Word • If not sent in, please do so straight awayedwardspacey@southend.gov.uk • Payroll adviceproformaattached to letter/on SLN in Word may be sent as an email attachment to schoolspayroll@southend.gov.uk • Please ensure a signed paper copy ALSO returned to payroll by 5th November 2013 in order for deduction to be made from November salary

  37. HR Services for Schools School Teachers Pay and Conditions Document 2013 and Model Pay Policy October 2013

  38. School Teachers Pay and Conditions Document 2013 • Final Version issued “at the last moment” • Mostly as expected • Please note from 1st September 2013: • there are no ASTs • the £250 UQT payment ceases • TLR 3s for part timers NOT pro rata

  39. School Teachers Pay and Conditions Document 2013 • For all Maintained Schools (Community, Foundation and VA) there are rules about what Additional Payments may be paid to Classroom Teachers • Payments cannot be made outside of these rules • Details are set out in the Handout “Advice Note: Additional Payments to Classroom Teachers, October 2013”

  40. Southend-on-Sea Model Teachers Pay Policy • Final Version “1d” on SLN – please check it’s this version which is being used • Pay rates all set out in tables at the back of the Policy • Pay progression for September 2013 on previous basis • Pay progression for September 2014 MUST be based on performance - so have targets been set and is evidence going to be available?

  41. Southend-on-Sea Model Teachers Pay Policy – UPPER RANGE

  42. Southend-on-Sea Model Teachers Pay Policy – UPPER RANGE • Upper Range has 5 points so progress possible every year (old UPS had 3 with progress every 2 years) • This means that teachers on UPS 1 in August 2013 could progress in September 2013, if successful in application to progress, even if only one year on UPS 1 • The same applies to teachers on UPS 2 in August 2013

  43. HR Services for Schools Payroll update October 2013

  44. Apprentices • Apprentices in Community Schools must • be on an official Scheme with a college • be paid the National Apprenticeship rate • have a contract which is standard Single Status “except pay and hours” (available on SLN) OR be paid the Job Evaluation rate for the job and have a standard Single Status contract • Other schools should be careful of equal pay issues • All Apprentices are employees and subject to Tax, NI and Pension like anyone else!

  45. Teachers Salary Award 2013 • Teachers pay rise has been processed, TLR’s and SEN have been increased and the £250 UQT payment ceased • Please note that we have not increased any pensionable allowances by the 1%, should  you wish them to be increased then we need a Pay 2 form for each teacher • We would ask that you check the details on the interrogate and let us know of any discrepancies/ changes that need to be addressed

  46. Non – Teaching Staff Salary Award 2013 and term time calculation • Non - teaching NJC pay rise has been processed and back pay paid • Please note that, under the NJC provisions, Spinal Column Point 4 is obsolete from 1.10.13 and any staff on this payscale will automatically move to SCP 5 with an increment to SCP 6 on 1.4.14 • Details of the calculation of Non - teaching staff “term time” are set out in the Handout “Advice Note: Community School Single Status “term time”, public holiday, annual leave and “extra statutory days” calculation for Non-teaching staff, October 2013”

  47. National Minimum Wage and Apprenticeship Rate • For all schools from 1st October 2013 the national hourly rate for apprentices increases from £2.65 to £2.68 • For all non- Community Schools* the national minimum wage hourly rates (if paying less than NJC rates) from 1st October 2013 are: • adult rate for those aged 21 or over increases from £6.19 to £6.31 • for those aged 18 or more but under 21 it increases from £4.98 to £5.03 • for 16 and 17 year olds, it increases from £3.68 to £3.72 *Community Schools pay more than national minimum wage because of Single Status agreement and NJC rates

  48. Payroll Dates • Payroll deadline for November is the 7th • Payroll deadline for December is Monday 2nd • Please could we ask you to ensure that all paperwork is with us by these dates, we are unable to guarantee anything to be processed that is received after these dates and any payments that may be due, will not be able to be made until the following month. • Payday for December is Friday 20th

  49. Payroll Tips of the Term! • Please remember to destroy any stocks of P46s and instead download the “Starter Checklist” from the HRMC website at: www.hmrc.gov.uk/working/forms/paye-forms.htm#6 • Please advise Payroll of any long term sickness staff that return to work the day they return as this will affect their pay • It is important that we are advised of any changes to the paperwork already submitted to Payroll showing a maternity leave date (i.e. if the baby is born early or there is a change to their start of maternity leave date) to avoid overpayments and undue stress for the mum to be.

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